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Convert an estimate when the customer has approved the quote and the work is ready to bill.

Conversion keeps the approved estimate linked to the billing process. It avoids retyping line items and helps your team trace how the invoice started.

Do not convert just because an estimate was sent. Convert after approval, signature, or another clear acceptance record.

If approval happened outside Agiled, add internal context before converting so finance can understand why the invoice was created.

Before You Convert

Confirm these items first:

The customer approved the current estimate version.
The customer, account, currency, taxes, and discounts are correct.
Line items match the approved scope.
The estimate is not being replaced by a revised quote.
Delivery or sales has confirmed billing can start.

If any item is uncertain, pause and update the estimate or add a note before creating the invoice. A converted invoice is a billing record, so it should reflect the final approved scope.

Convert an Estimate

Open Finance > Estimates.
Open the accepted estimate.
Choose the convert-to-invoice action.
Review the invoice draft.
Confirm the customer, due date, line items, taxes, and terms.
Save or send the invoice.

Convert from the accepted version whenever possible. If the customer approved an older version but the current draft has changed, confirm the approved scope and price before billing.

Review Before Sending

The invoice starts from the estimate details, but you should still review it. Dates, payment terms, taxes, discounts, or final quantities may need to change before the invoice is sent.

Also review invoice numbering, template, online payment settings, offline payment instructions, attachments, and the customer email before sending.

If the invoice should be split into milestones or deposits, adjust the invoice draft before sending instead of billing the entire estimate by mistake.

When Not to Convert

Do not convert an estimate if the scope changed significantly and the customer has not approved the updated price. Edit the estimate, send a new version, or create a new estimate instead.

After Conversion

Open the created invoice and confirm status, due date, amount due, and customer details. If the invoice should be paid immediately, send it or share the public invoice link after the review.

Keep the estimate linked for audit context. When a customer asks why an invoice was issued, the accepted estimate should explain the original scope, pricing, and approval path.

After sending the invoice, check whether sales, delivery, or project owners need to be notified that billing has started.

Troubleshooting

If conversion is unavailable, confirm the estimate has a customer, valid line items, and a status that allows conversion.

If the invoice total differs from the estimate, review copied line items, taxes, discounts, currency, and any edits made after conversion.

If conversion creates the wrong customer or account context, stop before sending and correct the estimate or invoice links first.

If the customer approves the estimate and then changes the scope, do not silently edit the invoice to match a new verbal agreement. Decide whether the change needs a revised estimate, a separate change-order invoice, or a note on the invoice draft.

Use a revised estimate when the customer needs to approve a different price. Use a separate invoice when the original work is approved and the new work should be billed independently. Use an invoice note only when the change does not affect the agreed price or deliverables.

Internal Handoff

After conversion, tell the right owner that billing has started. For example:

Sales should know the estimate has moved out of active negotiation.
Delivery should know whether work can begin or continue.
Finance should know whether payment collection needs manual follow-up.
Customer success should know whether onboarding depends on payment.

Convert Estimates to Invoices